All Hands/2016 Hawaii

What is it? -- Multiple team meetings, happening in the same city, at the same time + some opportunity to get together as one big group as well as with other teams as it makes sense. Then, on the last day, we have a fun social event for all, Mozilla-style!

The information on this wiki primarily applies to Full time and contractor staff. If you are a volunteer contributor or intern, please inquire to your coordinator.

*For those countries where rest time is required on weekends (vs. work travel), Mozilla will cover a return on the next available work day, if you choose. This needs to pre-approved and pre-arranged.

Weather

Average temperatures range from lows of 61 to highs of 78 Fahrenheit (16 to 25 degrees Celsius). Please note, the weather report comes from the other (and wetter) side of the Island. Waikoloa gets about 8 inches of rain per year.

Registration

New Hires

We have a process to identify new hires each Monday and will invite them to book travel. No action necessary from managers other than to let them know about the event. Due to hotel booking requirements the final day to ask for a new hire to attend is November 1, pending availability. Please work closely with your recruiting manager as they are aware of all deadlines.

Participation

Participation Guidelines

Prior to our All Hands, we’d like everyone to read our Community Participation Guidelines and in registration check a box confirming you’ve done it and understand that these guidelines are in effect at all Mozilla events.

We also want to call out that for this event specifically, if you experience, or see someone else experiencing practices which are counter to these guidelines or, more specifically, to our policy against discrimination and harassment (which staff can access via the mana here), you should contact Allison Banks, abanks@mozilla.com, Brianna Mark, bmark@mozilla.com or Larissa Shapiro, lshapiro@mozilla.com who will assist immediately.

The Hawaii All Hands Event Calendar

Create an account

We don’t recommend using the same email & password as anything like bank accounts, etc. We care about your security!

If you already have a Sched account from London, Whistler or Orlando, it still works, just log in with that.

Add items to your calendar

Just hit the circle on any agenda item to add it to your calendar (you do need to have an account & be logged in to do this)

You can also share a link to meetings to invite others. Go into the meeting and copy the short link. You can email that out to anyone and they can quickly add it to their calendar.

Subscribe to GCal Calendar Link

Click on the mobile phone on the right hand side of the screen. All the calendar options are available here.
You have the option to choose ALL meetings or YOUR meetings. Unless you have 400 items on your calendar, just select your calendar. It will add anything on your calendar to your GCal (also an option for Outlook and iCal). It syncs once per day.

The "only syncs once per day" only applies to Google Calendar. With almost all other clients (like Apple Calendar, Outlook, or the calendar app on your phone) you can set the refresh interval, and Sched's instructions recommend 1 hour.

From Mobile

Visit https://hawaiiallhands2016.sched.org/mobile from any mobile device - bookmark or add to your homescreen for quick access. There is a bonus icon you get by doing this. It caches the last time you opened the page offline and refreshes anytime you are connected.

Cool things

Filters

We have better (much needed) filtering functionality. You can filter by:
Departments (ex: Firefox or Engagement)
AND
Functional Teams (ex: Dev Tools or Community Marketing)

Search by Room, Speaker/Leader

Further Filtering

Audience - who should be there (ex: Team only or Invite)

Homerooms (you can quickly see what is happening in homerooms, by team) - why do you care? If you have a cross team meeting in their room, its a quick way to search

Views - Lots of view options. It defaults to the simple view, but there are quite a few options.

Hawaii All Hands Plenary Session

We will not be streaming the Plenary session on AirMozilla, but they will be recorded and a link to the recordings will be emailed to staff.

Tuesday, Wednesday & Thursday Nights

Tuesday, Wednesday and Thursday evenings will be of your own to structure as you wish. Given how much you all seemed to like a more flexible dining experience, these three evenings will be of your own to structure as you wish.

Here is how this will work:

For each of these three evenings, once your meetings have concluded, you and your team, friends, new acquaintances, are free to enjoy the restaurants at the resort. Each of you will have a guestroom credit of $180 USD over the three days (or ~$60/night).
This amount includes:

Meal cost, including tax and gratuity

Any beverages

Anything over the $180 for the three evenings will be your own expense.*

We have worked with the hotel to ensure all of their restaurants extend their hours to accommodate us.

Friday Night

Our Friday Night Event is a mozilla Luau Dinner on the Palace Lawn from 6-8 pm, following by an after party from 8-11 pm in the Ballroom with DJ, Dancing, Karaoke, Games and spaces just to hang.

Travel

Delays, Cancellations or Travel Interruptions

If your flight is delayed or cancelled, work with the airline in the airport to get re-booked & accommodated. Please email mozilla@shworldwide.com if you get delayed or cancelled and it will impact your arrival by 6 or more hours. We need to ensure your hotel reservation is kept (little known fact, they cancel them if you don't show up) and make sure you are taken care of for anything related to your arrival when you do get there.

Arriving Early/Departing Late Guidelines

Our standard travel guidelines apply (pre-populated in Egencia) when booking with a few additional budget constraints. Anything booked outside of them will require approval. Most people will arrive on Monday, December 5th and leave on Saturday, December 10th. Here are some exceptions:

If you live in a country where work travel is prohibited on weekends, you may travel on Friday, December 2nd and Monday, December 12th, if you’d prefer (not required). For hotel, you will book and pay on your own (per hotel instructions below), and expense the manager approved amount (which is coded to your cost center).

If you plan to spend some extra personal time in Hawaii (choosing to arrive before Monday, December 5th or depart after Saturday, December 10th), you'll need to create an itinerary in Egencia for standard dates/locations within the Hawaii Portal and compare to the custom dates you'd like. Please share the difference via email or through the approval comment box when you submit the flight. You can sway up to +$100 over and Mozilla will cover it. Otherwise you'll need to come with an alternate itinerary that fits within the pricing (like a round trip in and out of KOA w/ longer dates, and you personally book & cover the rest). We do not have the ability for employees to reimburse Mozilla for any overage.

If you are attending the Monday Core Influencer's event (by invite).

If you would like to arrive early to recover from jetlag, you will need manager approval for any additional costs associated with the extension. There is no unilateral "All Hands" approval based upon timezone to arrive early. For hotel, you will book and pay on your own (per hotel instructions below), and expense the manager approved amount (which is coded to your cost center).

Hotel

The hotel confirmation email c​ame directly from Hilton Hotels & Resorts <hiltonhotels&resorts@res.hilton.com> to the email you registered with. Please check spam. If you do not have a hotel confirmation email or have any questions, please email mozilla@shworldwide.com.
​
We are all staying at the Hilton Waikoloa Village. "Every employee has one room. If you are bringing family members, each room can fit up to 4 people with an extra charge of $50 per extra adult guest (for the 3rd and 4th adult guests). Unfortunately the hotel is sold out and we do not have any extra rooms for additional family members beyond that during the week. There are other hotels in the area, see below under family for some options.

Payment on Check-in

Everyone will be required to present a form of payment on check-in for incidentals at $50 per day. This is a US resort standard and we aren't able to waive it (we tried).

We recommend providing a credit card. You can provide a debit card, but they do put a hold of funds on your card and has been problematic for some international travelers in the past. If you are not able to provide a credit or debit card, you can provide $150 USD cash.

Pre/post

A link is available to book hotel 3 days pre and 3 days post at our negotiated rate (included in the registration email, or email bmark@ for the link) - keep in mind those will be subject to availability. The pre/post reservations will require the use of an LDAP email* so we can link them to your All Hands reservation. Please note that by selecting a specific room type now, may mean a room move once rooms are assigned for the week. We'll do our absolute best to keep you in the same room type all week.

Three room type options:

Resort View $195 + tax

Partial Ocean View $215 + tax

Ocean View $235 + tax

Theses rates are based on single/double occupancy. There is an extra person charge of $50 per a 3rd and 4th adult to share the same room. They do not charge for children 18 years and younger to share the same room using existing bedding. Standard rooms maximum occupancy is 4.

Make sure to book the same room type pre & post (it will be two reservations).

Booking Family Travel

To book travel for family, whether they will accompany you on your flight or join us later, you have two options: Direct or through Egencia.

The best way is to select flights and book your own flight in Egencia (staff do have to go through Egencia). Then book family direct (either through the airline or through another third party) and call the ticketing airline(s) with both confirmation numbers and ask them to link your reservations, so they know you are traveling together. They should also be able to assign seats together. You will avoid the limited hours Egencia offers and avoid paying their ticketing fee.

If you prefer to book your family through Egencia, you can pay (including the Egencia booking fees) and coordinate with your own travel (recommend to book and then call/email Egencia with your itinerary number to match for family). Note that booking through Egencia does not put you on the same reservation, nor guarantee the reservations will be linked (you would still need to call the airline to link them).

Call: +1 (877) 264-1622 or +1 (417) 521-0273; Monday - Friday 9 am - 6 pm EST. If you call outside these hours, you will get an after hours agent, who may not be as helpful.

Email: egegrp@expedia.com. The email is monitored Monday - Friday 9 am - 6 pm EST. If you email, you will eventually need to call with a credit card (for fares & fees for family) and personal details of travelers, but the email can get the flights set-up. The agents will need to following information in the initial email to search for flights: Departure City (hometown) & Arrival City (should be KOA), Travel dates & Number of people traveling together + legal names

Ground Transportation

Shuttles are provided

All Mozillians and guests who have flights arriving anytime on Sunday, December 4th and anytime on Monday, December 5th, will be transferred to the Hilton Waikoloa.

If you are flying on a date/time when we are not providing shuttles, we recommend you secure a seat on Speedi Shuttle. Please note that most taxis recommend advance reservations, and may not be available at the airport when you arrive.

Arrivals to Kailua-Kona International Airport (KOA)

The airport has two gate areas: Terminal "1" has gates 1–5 with Baggage Claim A and Terminal "2" has gates 6–10 with Baggage Claim B. Everyone will be greeted just before baggage claim (even if you have no checked bags). Please identify yourself to the greeter once you have your bags and they will direct you to the shuttles, located near Baggage Claim B. Transfer time from the airport to the hotel is approximately 40 minutes. Your bus will drop you off at the front entrance of the hotel and your bags will be dropped at the lower lobby and taken to your room for you.

Bag Tags

All bags will be required to have a baggage tag with your name that matches your hotel reservation. If you do not have one on arrival into KOA, the team will have one for you to fill out. When you arrive at the hotel, your bags will be whisked away and delivered to your rooms directly. Please keep anything you need immediately with you on the shuttle.

Departures from Kailua-Kona International Airport (KOA)

Everyone departing on Saturday, December 10th, will receive transportation to KOA. You will be met by transportation staff in the lower hotel lobby and assisted onto the shuttles. An email was sent on 12/7 with extra details.

If you booked your departure flight in Egencia and want to confirm your shuttle time, please refer to the email with the attached departure grid,or the signage in the convention center lobby.

If you are looking to change your shuttle time, we are not able to make adjustments, as we have limited availability of vehicles on the island that needed to be pre-ordered. We have assigned departure times based on flight groupings. We recommend you keep to your current shuttle assignment. We have very limited availability so please do not miss the time slot we’ve assigned you. You will be on stand-by for another shuttle.

If you booked your flight outside of Egencia and/or want to go to the KOA airport to pick up a rental car, you can go to the lower lobby of the Hilton as a stand-by for a shuttle, based on availability.

Saturday Departure Lounge

As hotel check out is 12:00pm, we have a departure lounge available in King’s Ballroom as a place to hang out and grab a snack during the day after checking out of your room. The lounge will be open from 11 am - 8 pm on Saturday.

If you have questions about arrivals or departures, please email mozilla@shworldwide.com.

Food & Drink

Breakfast, lunch & snacks will be provided and paid for centrally for attendees. Menus here

Dinner on Tuesday, Wednesday & Thursday nights will be at the resort at your leisure. You will have guestroom credit to charge your dinner to your room. Anything above the credit will be your responsibility to cover. Reference the Mozilla Dining Guide. We will have the following restaurants open for dinner 12/6, 12/7 and 12/8 till 9:30PM (extended hours for Mozilla, not posted on their website):

Any other food or drink expenses will be the responsibility of the attendee. Overview of the resort dining options can be found here, including gluten free dining information.

Family Meals

Monday Night Welcome Reception
Family members who are registered for the event and registered with the hotel are invited to join us for our welcome reception on Monday night at the Kona Pool.

Breakfast
Family members who are registered for the event and registered with the hotel are invited to join us for breakfast each morning. Breakfast will be provided on the Lagoon Lanai Tuesday, December 6th - Saturday, December 10th.

Lunch & Dinner
Family will be on their own for lunch daily and dinner on Tuesday, Wednesday & Thursday. There are many options at the resort as well as in the King's and Queen's marketplace shops - a short walk or shuttle ride away.

Friday Night Event
Family members who are registered for the event and registered with the hotel, are invited to join us for our Friday night event at the hotel.

Family in Hawaii

Hawaii is certainly a great spot for families and we’ve tried to make it easy to include them in the week. Of course our focus, for the majority of the week, will be on Mozilla. Everyone is expected to be present and engaged each day, during work hours (as your schedule dictates). Please do what you can to make sure your loved ones understand the kind of commitment you’ve made. Family should not join you during your work sessions.

Club Keiki

The Hilton is changing their Club Keiki program starting in January - resulting in the program description not available online and ending the current program Dec 1. The Hilton has agreed to extend the availability through our event. Advance sign up will is required and can be booked by emailing miko.sloan@hilton.com or calling 808-886-1234 extension 1202.

Club Keiki is licensed through the State of Hawai’i and can accommodate children ages 5 to 12 years old. Proof of age may be required. Each day includes stories of Hawaiian culture, arts and crafts, swimming and on-property activities. All meals are approved by the Hawai’i Child Care Nutrition Program to meet the requirements of the USDA. Parent or guardian must accompany their child to and from Club Keiki. Registration forms and waivers are required for participation.

PO’ALUA (TUESDAY) Pele the Volcano Goddess: Our Counselors will share the many legends of Pele, the volcano goddess. Learn about the ancient uses of lava rock including petroglyphs, konane boards and salt making. We’ll go on a hike to search for petroglyphs and olivine crystals. Make a clay volcano and watch it erupt.

PO’AKOLU (WEDNESDAY)Kamapua’a the Kupua: Learn the story of Kamapua’a, the demigod who turned into a humuhumunukunukuapua’a. You’ll also learn the ancient styles of fishing and the names of our Hawaiian fish. We’ll head out to the shore and try our hand at bamboo fishing.

PO’AHA (THURSDAY) Tales of the Menehune: Come to hear the tales of the mystical and mischievous menehune of Hawai’i. We’ll create a journal and decorate it using the ancient style of bamboo stamping, ‘ohe kapala. Our journal will hold the key during our scavenger hunt to try and find the menehune hiding here at the Hilton Waikoloa.

Available for Monday, Friday, Saturday & Sunday as well - inquire about availability.

Night Camp

Keiki Camp Contact

Advance sign up will is required and can be booked by emailing miko.sloan@hilton.com or calling 808-886-1234 extension 1202.

Island Nanny Service

The nanny service the Hilton recommends (and uses) is www.BigIslandChildCare.com.

Family Meals

Monday Night Welcome Reception
Family members who are registered for the event and registered with the hotel are invited to join us for our welcome reception on Monday night at the Kona Pool.

Breakfast
Family members who are registered for the event and registered with the hotel are invited to join us for breakfast each morning. Breakfast will be provided on the Lagoon Lanai Tuesday, December 6th - Saturday, December 10th.

Lunch & Dinner
Family will be on their own for lunch daily and dinner on Tuesday, Wednesday & Thursday. There are many options at the resort as well as in the King's and Queen's marketplace shops - a short walk or shuttle ride away.

Friday Night Event
Family members who are registered for the event and registered with the hotel, are invited to join us for our Friday night event at the hotel. We will have an activity space for kids ages 5-14 after dinner on Friday night. Advance signup will be required. Details are being worked out, but email bmark@mozilla.com if you have any questions.

Immigration

Any questions on immigration should be sent to immigration@mozilla.com.

If you are from a country that requires a B-1/B-2 business visitor visa to enter the US, please plan for it early as government processing time constantly change.

Some travelers may be eligible to travel to the United States without first applying for a B-1/B-2 visa, if they are eligible for the Visa Waiver Program (VWP or "ESTA"). You are eligible to apply for admission under the Visa Waiver Program (VWP) if you:

Intend to enter the United States for 90 days or less for business, pleasure or transit

Travel may not terminate in contiguous territory or adjacent islands unless the traveler is a resident of one of those areas

Pocket Letter

A pocket letter is recommended to keep on hand for those who are entering the United States. It should accompany you whether or not you are required to have a visa to enter. You may request a copy of that letter when you register online. Please contact immigration@mozilla.com if you require a specific letter for your visa application or if you have any questions regarding your citizenship, visa capabilities or travel related questions.

Staff Pocket Letter: Pocket Letter is on this mana page for staff. You must have LDAP to access.

ESTA Point of Contact

In the ESTA application you need to give a "U.S. Point of Contact Information".

Accessibility

The Hilton Waikoloa is a large resort, with 3 guestroom towers and centralized Convention Center & lobby. All buildings are connected by a wide walking path, Trams and a Canal Boat. The walking path is called the Museum Path due to the art collection along the way, which consists of works from Asian, Western, and Oceanic cultures – with more than 1800 unique pieces.

Guestrooms & Convention Center

All Guestroom towers have accessible elevators, and accessible rooms (on request). The Convention Center is between the Main Lobby and the Palace Tower, accessed by elevator or stairs. The Convention Center is one level and where all meetings, breakfast & lunch will be held.

Evenings

The Monday Night reception is at the Kona Pool, accessible by the elevator & stairs at the end of the walking path, near the Lagoon Tower. The Friday Night Luau is on the Palace Lawn, accessible by the elevator & stairs across from Dona & Toni's restaurant between the Palace and Ocean towers. The Friday After party is located in the Convention Center.

Listen Systems

We will have Listen Systems available for the Plenary on Tuesday. Visit the AV booth at the back of the room to pick one up.

Hotel Needs

The hotel offers the following features for your accessibility needs: Accessible Rooms, Accessible business center, Accessible concierge desk, Accessible elevators, Accessible guest rooms with mobility features with entry or passage doors that provide 32” of clear width, Accessible hotel restaurant, Accessible meeting rooms, Accessible parking, Accessible public entrance, Accessible registration desk, Accessible route from the accessible public entrance to the accessible guestrooms, Accessible route from the accessible public entrance to the registration area, Accessible route from the hotel’s accessible entrance to the meeting room/ballroom area, Accessible route from the hotel’s accessible public entrance to at least one restaurant, Accessible route from the hotel’s accessible public entrance to the business center, Accessible route from the hotel’s accessible public entrance to the spa, Accessible route from the hotel’s accessible public entrance to the swimming pool, Accessible swimming pool, Braille elevator, Closed captioning on televisions or closed captioning decoders, Public Areas/Facilities accessible for physically challenged, Roll-in Shower, Rooms accessible to wheelchairs (no steps), Service support animals welcome, Strobe alarms, Swimming pool hoist for pool access, TTY for guest use, Visual alarm for hearing impaired, Visual alarms for hearing impaired in hallways; and Visual alarms for hearing impaired in public areas.

Additionally, the HDOH website has information about a cluster of Hepatitis A infections that occurred primarily on Oahu and Kauai in August 2016. You can read more here.

Travel Insurance

Mozilla provides emergency medical accident and illness cover for all global employees/interns and their dependents. You can view more information on Mana. This coverage begins at the time the you leave home to start your business trip. It also has a provision for a 14 day extension for leisure travel outside of the business travel. If you have additional questions, please email benefits@mozilla.com.

Mozilla does not cover travel insurance for volunteers.

Extracurricular Activities

Costs for these activities are self-funded and can not be expensed. Feel free to add activities and invite others.

Dolphin Quest Book online using promo code: GH339345MOZI16 and you will 10% off, or call and mention you are with Mozilla.